PA and Secretary Community - Deskdemon.com

Have you ever been up against a situation where someones control issues impede you from accomplishing your job in a timely manner?  I am in a situation where someone insists on controlling the booking rights to the largest meeting space in our facility.  I work for an executive team that requires the space for large meetings from time to time.  I circumvented the system and got booking rights to the room.  Now this person is taking the matter to my boss.  I don't have the time to wait on others to book meeting space, especially after hours, as there are times schedules change over night or early in the morning before the chosen few are in.  If the space is available, and I need it, I should have the rights to reserve it through our online booking tool.  Of course, I am open to sharing, and will accommodate, but my boss is a member of the senior executive team.  I can't wait to see how this unfolds.  I am in the job I am in because I make things happen and get the job done for my executives.  I don't waste time playing games and booking conference space for no reason.  Will see how this unfolds next week.  What would you do?

Peaches,

I agree with you, you have been pro-active here, nothing wrong with that. 

We have changed our internal procedures to book meeting rooms too and it's works well because we no longer have to wait ages for someone to book a room and confirm it's been done...or in some cases you never know if it's been done.

I think controlling issues are something we have all had to deal with from time to time.  Stamping it out is a tough task.

Keep us posted if there are any repercussions.

I have brought matter to the attention of my management since she refused to discuss directly with me and said she would work with my executives.   As if I am not capable of making a decision....They really don't have the time for this nonsense, but this may be what it takes to get the message across.  Lets see what next week holds.

First off I applaud your initiative and getting things done.
Now I'm going to play devil's advocate.
Did you look into the reasons why the room was closed to open booking?  Were people taking advantage and camping out there or planned meetings not happening because of double booking?  We have an executive board room that is booked by the CEO's admin only, however she is very responsive if we need it.  We also have many many options for meeting space in our building, but there are times when a certain size is needed and just isn't available.

How did she refuse to discuss directly?  I would have cc'ed her boss and my boss on an email and meeting request to discuss the situation before going around and getting access.

Remember in the end we are all supposed to be working for the common good of our companies.

Now having said all that - yes I have worked wth control freaks and "islands" in companies.  Find the best work around that all keeps the peace.  That person is most likely not going anywhere.

Quite the opposite Atlantaz.

You find these people are protected making others are too afraid to approach them.

The room is used for large meetings, and functions at the location.  I have tried it their way for the past 3 months and have found I either get a response 3 to 4 days after my request or not at all.  I don't have that kind of time to waste.  I am not saying I won't share or won't be polite and open the room back up if my meeting needs change.  I just need to make sure I have the capability to secure space for the executive team if needed. 

Not a rumble this past week regarding this matter.  I have my execs full support, so we will see what the future holds.  My point is that we are a team and she needs to relinquish her hold in order for business to move forward.  Having a process in place that can involve up to three extra people and up to two days to accomplish rather than one person and five minutes is rediculous.

I am the only person in our company authorised to book our board room.  It has been that way for years as it was always supposed to be available for shareholder/director use and as other people in the office might not be aware of when the shareholders are likely to want it has always gone through the Exec PA.  That way there is no embarrassment of being unceremoniously turfed out of the room as I know used to happen at one National Housebuilder in the UK! But I suspect we are unusual as most companies will have their meetings planned and diarised in advance whereas we chop and change ours at short notice.  And yes that means sometimes you can have a person desperately searching for a meeting room while the board room stands empty.